By default, when you use Outlook at LSE, you are reading and managing messages which are held in a storage area known as your Mailbox.
It is good practice to regularly clean out your Mailbox to ensure that it remains manageable and below capacity (see Manage your mailbox quota). Deleting messages is one way of doing so; archiving messages which must be retained for legal purposes, or which you may need to reference at some time in the future.
Therefore, you may wish to set up an archive on your H: space, allowing you to move indispensable messages from your Mailbox to an archive.
Creating an Archive file
In Outlook, if a folder named Archives does not exist below the list of folders in your Mailbox, you will need to create one.
Archived email is held in a pst file. It is possible to create a pst file manually but it is recommended that you initially use the automatic archiving tool to simultaneously create a pst file on your H: space and move email of a specified age from your Mailbox.
To create an Archive folder on your H: space (which will simultaneously move email of a specified age from your Mailbox to the archive folder):
Click on the File tab.
Click on the Cleanup Tools button.
Click on Archive...
The Archive dialog box will be displayed
Note: The Archive file is located on your H: space
Click on the folder you want to archive. If you want to archive all of the folders in your Mailbox, click on the name of the Mailbox owner at the top of the list
Click on the drop-down arrow alongside Archive items older than: and select a date. All items older than the specified date will be moved from your Mailbox to an Archive with an identical folder structure
Archiving will begin and, when complete, Archives will be displayed below the list of Mailbox folders.
Working with archived mail
Even though archived mail messages are stored in a different location to mailbox messages, you can still work with them in exactly the same way.
To work with archived mail messages:
Click on the arrow to the left of Archives (below the list of Mailbox folders)
All folders in your Archive will be displayed.
Work with archived mail messages in the same way you would with messages in your Mailbox i.e. reply, forward or delete
Work with archived mail messages in the same way you would with messages in your Mailbox i.e. reply, forward or delete.
Archiving email using drag and drop
As well as using the automatic archiving tool to archive email it is also possible to drag mail from the Mailbox and drop it into an Archives folder.
To archive email using drag and drop:
Select the message(s) in your Mailbox.
Drag and drop the message(s) into an Archives folder.
Note: You can also archive entire subfolders, if you've created them using drag and drop.
Delete Archived Mail Messages
You should regularly check to see if you have unwanted archived messages, and delete those you don't need to keep as your H: space has a very limited capacity (see Managing your H: space).
You delete a message from your Archives in the same way you would delete a message in your Mailbox i.e. select it and press Delete on the keyboard.
After deleting messages from a folder in your Archives they will be moved to the Deleted Items folder under Archives, but they need to be permanently removed from the Deleted Items folder.
To permanently remove messages from the Deleted Items folder:
Right-click on the Deleted Items folder to display the shortcut menu.
On the shortcut menu, click on Empty Folder.
Compact your Archive File
Deleting archived messages does not free up any space on your H: space. In order to reclaim the space, you must compact the archive file.
To compact your archive file:
Right click on Archives below the list of Mailbox folders to display a shortcut menu
Click on Data File Properties
The Archives Properties dialog box will be displayed
Click on the Advanced button.The archives properties dialog box will be displayed
The Outlook Data File dialog box will be displayed
Click on the Compact Now button
The Compact Now dialog box will be displayed to confirm Compacting...
Click on the OK button to close the Outlook Data File dialog box
Click on the OK button to close the Archives Properties dialog box
Creating a new archive file
You can create as many archive files as you want, allowing you to organise your archived mail in a manner that suits you. For example, you may want to create an archive file for each year.
To create a new Archive File:
Open Outlook and click on the File tab.
Click on the Account Settings button to display a menu.
Click on Account Settings... on the menu.
The Account Settings dialog box is displayed.
Click on the Data Files tab
Click on the Add... button
The Create or Open Outlook Data File dialog box will be displayed.
Ensure your H: space is highlighted in the list of folders before clicking in the File name: box and entering a file name for the new archive file i.e. Archive 2009.
Click OK to close the Create or Open Outlook Data File dialog box
Click Close to close the Account Settings dialog box
The new archive file will be displayed below the list of Mailbox folders within Outlook.
Opening an archive file
You may have multiple archive files, or have recently migrated to a new computer and want to add them to your mailbox.
To open an archive file:
Click on the File tab
Click Open | Open Outlook Data File
The Open Outlook Data File dialog box is displayed.
Find the folder where your archive files are saved
Choose your archive
Your archive files will be displayed below the list of Mailbox folders within Outlook.